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Leejam Sports: Unifying Maximo, Oracle Fusion & Odoo to modernize Lease & Facility Operations

Intro: Leejam Sports: Unifying Maximo, Oracle Fusion & Odoo to modernize Lease & Facility Operations

Leejam Sports Company is one of Saudi Arabia’s largest and most recognized fitness andsports facility operators, with a nationwide presence spanning multiple cities across the Kingdom. Operating a wide network of gyms, fitness centers, and sports venues, Leejam is committed to promoting a healthy and active lifestyle for Saudi communities.

As the company scaled its operations managing a complex portfolio of leased properties, rental sites, and multitenant shop spaces the limitations of its legacy systems (Maximo, Oracle, and Excelbased processes) became a significant barrier to efficiency, compliance, and growth. Leejam partnered with Bay Forward to undertake a full ERP transformation, migrating to Odoo 18 Enterprise Edition.

Client Snapshot 

Company 
Leejam Sports Company 
Website 
https://leejam.com.sa/ 
Location / Region 
Saudi Arabia (Nationwide) 
Industry 
Sports & Fitness Facility Operations 
Previous Setup 
Maximo + Oracle + Manual Excel Spreadsheets 
Solution Deployed 
Odoo 18 Enterprise Edition 
Project Duration 
16–18 Weeks 
Partner 
Bay Forward 

The Challenge

Key Pain Points 

Functional Area
Modules
Core Operations 
General Setup, Sales, Purchase, Inventory 
Finance & Control 
Accounting & Finance (IFRS 16), Approvals 
Lease Management 
Site & Shop Portfolio, Rental Billing, Lease Tracking 
Compliance 
ZATCA E-Invoicing Integration, VAT Reporting 
Asset & Maintenance 
Maximo API Integration, Asset Register 
Reporting & Insights 
Analytic Accounting, Cost Centers, Dashboard & Reporting 
Collaboration 
Documents, Discuss & Knowledge 
Legacy System Fragmentation  •Operations were split across Maximo (asset/maintenance management), Oracle (finance), and hundreds of Excel spreadsheets, creating data silos with no single source of truth. •Manual re-Manual re entry of data between systems led to frequent errors, duplication, reporting delays.   Lease & Rental Portfolio Complexity  •Leejam operates a large and complex lease portfolio leasing entire sites and renting out individual shops within those sites to sub-tenants.  •Tracking lease terms, rental income, shop-level occupancy, and site level costs was entirely manual with no structured system. •No automated framework existed for IFRS 16 lease accounting compliance, resulting in manual amortization calculations and high adudit risk. ZATCA Tax Compliance Risk  •Saudi Arabia’s Zakat, Tax and Customs Authority (ZATCA) mandates strict e-invoicing and VAT  compliance. The legacy setup had no automated ZATCA integration, exposing Leejam to  compliance risk.  No Integrated Reporting  •There was no site-wise or cost-center-level reporting across the estate. Management had no real-time visibility into profitability by site, shop, or business unit.

Our Approach & Delivery

Key Implementation Highlights 

1. Lease & Rental Portfolio Management 

Leejam’s core business model involves leasing large sites and sub-letting individual shops within those

sites to tenants. Odoo was configured with a structured hierarchy of Sites and Shops, with dedicated list views for each:

•Sites List View: Full visibility of all leased properties including location, lease term, annual rent, and status.

•Shops List View: Each site contains multiple shops with individual tenant details, rental rates, and occupancy status.

•Rental billing workflows automate invoicing to sub-tenants based on agreed rental terms.

•Lease expiry alerts and renewal workflows ensure no lease lapses unmanaged.

2. IFRS 16 Lease Accounting 

To meet international financial reporting standards, Bay Forward implemented a full IFRS 16

compliance framework within Odoo 18:

•Automated Right-of-Use (ROU) asset creation and recognition upon lease commencement.

•Lease liability schedules with automated amortization and interest expense calculations.

•Journal entries generated automatically at each accounting period — eliminating manual

computation entirely.

•Full audit trail of lease modifications, renewals, and terminations within Odoo.

This replaced a previously manual, spreadsheet-driven process that was error-prone and difficult to

audit.

3. ZATCA E-Invoicing Integration 

Saudi Arabia’s ZATCA mandate requires businesses to issue compliant e-invoices in real time. Bay

Forward built a native ZATCA integration within Odoo 18 covering:

•Automated generation of ZATCA-compliant XML invoices from Odoo sales and billing

transactions.

•Real-time submission to the ZATCA Fatoora platform for clearance and validation.

•QR code generation embedded in invoices as required by Phase 2 ZATCA compliance.

•Full VAT reporting aligned with ZATCA requirements, reducing manual tax filing effort.

4. Maximo Integration via API 

Leejam continues to use Maximo for certain asset and maintenance operations. Rather than forcing a hard cutover, Bay Forward built a two-way API integration:

•Custom REST API endpoints developed in Odoo to send and receive asset and work order data from Maximo.

•Maintenance requests raised in Maximo are reflected in Odoo for financial tracking and cost

allocation.

•Asset data synchronized between both systems to maintain a consistent asset register.

•Eliminates the need for manual data transfer between Maximo and Oracle/Excel as previously

done.

5. Analytic Reporting & Cost Centers 

To give management real-time visibility into profitability and performance, Bay Forward implemented a

comprehensive analytic reporting framework:

•Each site mapped to a dedicated cost center (analytic account) in Odoo.

•All revenue and expenses automatically tagged to the relevant site cost center.

•Site-wise P&L reports available in real time via Odoo dashboards.

•Drill-down capability from group level to individual site or shop for granular analysis.

Custom Developments 

Custom Development
Description
IFRS 16 Lease Accounting  Module 
Automated ROU asset recognition, lease liability amortization,  and periodic journal entry generation compliant with IFRS 16. 
ZATCA E-Invoicing Integration 
Full Phase 2 ZATCA compliance — XML invoice generation,  real-time Fatoora platform submission, and QR code  embedding. 
Maximo Connector
Two-way synchronization of asset and  maintenance data between Maximo and Odoo. 
Site & Shop List Views 
Structured hierarchy views for the full lease and rental portfolio  — sites with drill-down to individual shops and tenant details. 
Analytic Cost Center  Framework 
Site-wise cost center configuration with automated revenue/cost  tagging and real-time P&L reporting by location. 
Custom Reports 
Business-specific reports across lease management, finance,  compliance, and operational performance. 
Client Testimonial 
Client Image
Arif Zafar Business Applications Manager
“Moving from Maximo, Oracle, and a sea of spreadsheets to a single Odoo 18 platform has  been transformational for Leejam. The IFRS 16 module alone has saved our finance team  enormous effort every month. ZATCA compliance is now fully automated, and we finally  have real-time visibility into the performance of every site and shop in our portfolio. Bay  Forward understood our business deeply and delivered a solution that genuinely fits how  we operate.” 

Client’s Testimonial

Arif Zafar Business Applications Manager

“Moving from Maximo, Oracle, and a sea of spreadsheets to a single Odoo 18 platform has  been transformational for Leejam. The IFRS 16 module alone has saved our finance team  enormous effort every month. ZATCA compliance is now fully automated, and we finally  have real-time visibility into the performance of every site and shop in our portfolio. Bay  Forward understood our business deeply and delivered a solution that genuinely fits how  we operate.” 

Result & Impact

Following go live, Leejam Sports experienced measurable improvements across all operational and

financial areas:

  • 80% less time on IFRS 16 month‑end

  • ZERO time spent on ZATCA e‑invoicing

  • 50–60% fewer lease/tax reporting errors

  • 3× faster answers on site & shop P&L

  • 50–60% less manual data entry

  • 1 Week/Month finance time freed

Beyond the numbers:

  • ZATCA compliance is now fully automated end to end, with e-invoices issued, validated, and archived directly from Odoo.

  • IFRS 16 lease accounting runs entirely inside Odoo, from ROU asset recognition to monthly journals, removing spreadsheet-driven calculations.

  • Finance, leasing, and operations now run on a single integrated Odoo 18 platform instead of disconnected Maximo, Oracle, and Excel silos.

  • Lease calculations that once lived in large, manual Excel files are now entirely system-driven, reducing audit risk and dependency on key individuals.

  • Management has real-time visibility into profitability at site and shop level, with drill-down dashboards instead of delayed, periodic reports.

  • Maximo and Odoo are connected through a seamless API layer, so asset and maintenance data flow automatically into financials without double entry.

Our Transformation Journey 

01 

Discovery 

•Conducted structured discovery sessions with process owners across finance,

operations, asset management, leasing, and compliance.

•Documented all as-is workflows from Maximo, Oracle, and Excel and mapped

them to Odoo 18 standard capabilities.

•Identified gaps requiring custom development including IFRS 16, ZATCA, Maximo

integration, and lease management.

02 

Architectur

e Design 

•Designed a unified Odoo 18 instance to consolidate all legacy systems.

•Defined site and shop hierarchy structure within Odoo for the full lease/rental

portfolio.

•Architected cost center and analytic account framework aligned to Leejam’s

management reporting needs.

•Planned ZATCA e-invoicing integration and Maximo API connectivity.

03 

Configuration 

& 

Customizatio

n 

•Deployed core and custom modules with full configuration across all functional

areas.

•Built IFRS 16 lease accounting module with automated amortization schedules

and right-of-use asset tracking.

•Developed site and shop list views enabling full property portfolio visibility in

Odoo.

•Configured analytic reporting with site-wise cost center dashboards.

04 

Data 

Migration 

•Migrated all master data from Maximo, Oracle, and Excel including assets,

vendors, customers, financial balances, and lease agreements.

•Validated and reconciled migrated data against legacy system records to ensure

completeness and accuracy.

05 

Integration 

•Integrated ZATCA e-invoicing within Odoo 18 to ensure full Saudi VAT

compliance.

•Built RESTful API endpoints to integrate Maximo with Odoo, enabling real-time

synchronization of maintenance and asset data.

06 

Testing & 

Training 

•Conducted role-based training across all functional teams.

•Ran User Acceptance Testing with real-world scenarios including lease

accounting, ZATCA invoicing, Maximo sync, and rental billing.

07 

Go-Live & 

Hypercare 

•Managed full cut-over from all legacy systems to Odoo 18 in a single go-live.

•Provided one month of post-go-live hypercare support to stabilize operations and

address user feedback.

Conclusion

Bay Forward helps businesses connect ERP, accounting, data, and operations into one structured system.
We implement solutions that reduce manual work, improve financial accuracy, and bring clarity across teams.
Our focus is to build systems that work consistently as your business scales.

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Leejam Sports: Unifying Maximo, Oracle Fusion & Odoo to modernize Lease & Facility Operations